HOA Maintenance Request — End-to-End Flow
From homeowner QR scan to completed repair — powered by Multi Manager
⊕ HOA / Community VerticalHomeowner Initiates
Homeowner Scans QR Code
QR posted at community entrance, clubhouse, or mailed with welcome packet
Maintenance Request Form Opens
Homeowner selects: their home address or a common area (pool, gate, clubhouse…)
ℹ️
One QR — whole community. A single code covers all homes and common areas. No per-door hardware needed.
Homeowner Describes Issue + Optional Photo
Issue type, location, urgency — submitted in under 60 seconds
Request Submitted
Confirmation screen shown — ticket number emailed instantly
System — Automated
Maintenance Request Created
Logged under the community — ticket ref assigned (e.g. MM-004821-0626)
HOA Manager & Board Notified
Email alert with request details, location, and priority
HOA Manager Review
Manager Reviews Request
Confirms it's HOA responsibility vs. homeowner responsibility
HOA Responsibility?
Homeowner's Issue
Notify Homeowner
Explain why it's out of scope + tips
Request Closed
Logged for records
HOA Responsible
Board Approval
One-click approve via email
Within Budget?
Over Threshold
Board Vote Required
Email sent to all board members
Majority Approves
Continues to vendor step
Within Budget
Auto-Approved
Proceeds immediately
Vendor / Contractor
Vendor Assigned from HOA Roster
Preferred contractor notified — community address, gate code, access notes
🔑
Gated community access handled automatically. Gate codes and entry procedures are stored per community — included in every vendor dispatch.
Work Scheduled
Vendor confirms date/time — homeowner notified if it affects their home or access
Vendor Performs Work
On-site — request status set to In Progress
Vendor Submits Completion + Invoice
Via vendor portal — before/after photos, itemized cost
Close Out & Record Keeping
HOA Manager Verifies & Approves Invoice
One-click approval — auto-approved if under threshold
Request Closed — All Parties Notified
Homeowner receives completion email if their home was involved
Community Asset History Updated
Full repair record attached to the asset (gate, pool pump, roof, etc.)
📊
Annual meeting ready. Every repair, vendor, cost, and photo is logged — pull a full maintenance report for the board in seconds.
Job Complete
Permanent record — searchable by asset, vendor, date, or cost
Homeowner
System / Automated
HOA Manager
Board Decision
Vendor / Contractor
Complete